This playbook is for customers who bought Inspect Point’s Silver package with a goal of improving business efficiency and lays out the activities required to achieve the outcomes you see here.
For You and Your Back Office Users
Getting Started: Initial Setup
Follow these steps to set up your Inspect Point instance:
- Configure Company Settings - Use the company settings screen to add the company details that will appear on your inspection reports:
- Add Back End Users & Technicians - User management ensures the right people have access to the right areas of Inspect Point. Use the following instructions to set up your backend users and technicians so they can use Inspect Point.
Configuring Inspect Point to Work for You
Follow these instructions to ensure that Inspect Point reflects your business’s best practices:
-
Report Settings - Link
- Configure how inspection reports are generated, displayed, and shared with your customers.
-
Customer Portal - Link
- Enable and configure your Customer Portal in the settings.
-
Form Management - Link
- If applicable, import backflow forms from our available list
-
Review Equipment & Devices - Link
- Review the Equipment & Devices section under Settings and add or adjust any device types, or naming conventions to align with how your team operates.
Invoicing
The Invoice feature in Inspect Point allows you to bill for inspections and other one-off charges directly from the backend.
Whether you're converting a completed inspection into a billable document, generating recurring invoices, or sending one-off invoices, the invoicing feature centralizes your billing workflow.
Here is an overview of the Invoice feature: Link
Invoice Settings
Before generating any invoices, there are settings to review and configure.
-
Configure Default Invoice Settings - Link
- Default invoice information is managed in the backend Settings. These settings control invoice behavior and what displays for your customers to see.
Customer Setup: Accounts, Buildings, & Contacts
A customer in Inspect Point is made up of Accounts, Buildings, and Contacts.
If you happen to have all of your customer data in an uploadable format (see format in this article), you can import them rather than manually entering them, following the instructions here. The import includes account, building, and contact details. It does not include any asset information at the building-level.
Note that, even If you are importing your customers, we still recommend setting up at least one customer manually, using the instructions below. That way, you’ll know how to do it when you add new customers to your business.
This familiarizes you with the process you’ll use later when adding new customers to your database.
Here are the steps to follow to get your customers into Inspect Point. Note that we recommend setting up a Test customer to familiarize yourself with the process before moving on to actual customers.
-
Accounts - Link
- An Account represents the customer or parent organization in Inspect Point.
- Example: A property management company would be an Account, with each managed site set up as separate Buildings under that Account.
-
Buildings - Link
- A Building represents the individual location where jobs are performed. A Building stores: All associated assets (fire protection systems, devices, and equipment), inspection and work order history, identified deficiencies and more historic data.
- Assets - Fire protection systems, devices, and equipment located at the building-level.
- Added when setting up or editing a building
- Mass Adding Option
- Self-Importing Options
-
Contacts - Link
- A Contact is an individual stored in the Backend who can be linked to an Account or specific Buildings.
- Set Contract Roles - Link
Inspections & Scheduling
Follow these steps to create inspection series as well as to learn how to schedule and dispatch.
-
Inspection Series - Link
- An Inspection Series is a set of recurring, pending inspections created at the building-level in Inspect Point. Each inspection in the series is based on the assets and frequencies selected when the series is created.
- This can be done over time. It’s generally recommended you start by setting up the customers that have inspections coming up so those are done, then work your way through month by month.
- Schedule & Dispatch
Mobile Application
Once the inspection has been assigned and scheduled, technicians will perform inspections using the Inspect Point iOS app.
- On-Demand Technician Training
Inspection Reports - Generating & Delivery
Once the inspections have been submitted from the field, the next steps are generating the reports and getting them to your customers.
- Generating Reports - Link
- Report Delivery - Review the various report delivery options to determine what works best for your workflow
Deficiencies
Understanding how Deficiencies work within Inspect Point is an imperative part of the workflow.
Invoice Creation
-
Create an Invoice - Link
- An Invoice can be generated multiple ways. Users can create stand-alone invoices, or convert an inspection to an invoice.
-
Send an Invoice - Link
- Once an invoice has been generated, you will send the invoice to your customer. This can be done by emailing through the backend or publishing to the Customer Portal.
Closing the Loop
Once the inspection has been completed, and a report has been generated, close the inspection loop by updating the inspection status to Complete.
- Completing the Inspection:
Misc.
- Analytic Reporting - Link
- Managing Inspection Questions - Link
- Create & Manage Default Notes - Link
- Notifications - Link
Getting Help
If you have questions, please contact Inspect Point Technical Support: support@inspectpoint.com.
Customer Training Sessions - Our live customer training sessions follow a recurring monthly schedule designed to support Inspect Point users at every stage.
🔗 Session Schedule & Registration
Comments
0 comments
Please sign in to leave a comment.